Meetings and Use of Conference Rooms
In March, the U.S. Department of Energy (DOE) issued a revision to its Workplace Safety and Reentry Plan that removed the 50-person cap on meeting attendance in DOE buildings, based on local Community Levels of COVID-19. Brookhaven Lab has adopted this approach as well, enabling us to host larger meetings and conferences going forward.
As long as Community Levels in Suffolk County are Medium or Low (current status), no special approval will be required for in-person meetings, conferences, or events at the Laboratory that will be attended by more than 50 participants. When Community Levels are High, however, anyone hosting an in-person meeting, conference, or event that will be attended by more than 50 participants—regardless of whether participants include members of the public—must seek approval from the Deputy Director for Operations, who will coordinate approvals with DOE.
In addition, if the Community Level in Suffolk County changes to Medium or High, Lab-hosted in-person workshops, conferences, or events will require additional controls, potentially including but not limited to face coverings, social distancing, requiring attendees to provide information about their vaccination status, or proof of a negative COVID-19 test no later than three days prior to site entry.
Tips for larger gatherings
- Plan hybrid meetings with virtual and in-person attendees for maximum engagement.
- Clearly communicate health and safety protocols for all attendees.
Conference Rooms With Hybrid Videoconference Capability
The Lab has eight conference rooms with hybrid in-person and videoconference capability. They are equipped with video monitors, cameras, microphones, and other tools that allow for an in-person meeting with other participants joining remotely, whether they are in another location on the Lab site or located off site.
Five of these rooms can be reserved by adding a room-specific email address to an Outlook meeting invitation. The other three can be reserved by contacting Conference Services (firstname.lastname@example.org). Over time, more conference rooms will be upgraded to support hybrid meetings.
You do not need a laptop to host a video conference in these rooms but you will need a laptop if you are sharing content during the meeting.
The Lab’s face covering, physical distancing, and maximum capacity requirements must be followed when using these rooms.
Available hybrid-capable rooms
Stakeholder Relations Conference Room
Second floor of Bldg. 400, in Stakeholder Relations, near area entrance
View availability and reserve by adding email@example.com to your Outlook meeting invitation.
Bldg. 515 Information
Technology Division Conference Room
Second floor of Bldg. 515, in ITD, Room 2-43
View availability and reserve by adding firstname.lastname@example.org to your Outlook meeting invitation.
Bldg. 490 Project Perf. & Quality Mgmt
Use Bldg. 490 main entrance, follow corridor at left to reach Room 9-69
View availability and reserve by adding email@example.com to your Outlook meeting invitation.